NetVanta Enterprise Communications Server
NetVanta Unified Communications
Personal Business Assistant User Guide Version
619510003-1A October
To the Holder of the Manual
Service and Warranty
Trademarks
Notes provide additional useful information
Conventions
Copyright 2009 ADTRAN, Inc
Conventions
Enterprise Communications Server
3 Customizing Incoming Call Options Overview
Table of Contents
Managing Extensions and Identities Options
7 Faxing Overview Sending Faxes Receiving Faxes
10 Using Elements to Create Call Answering Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107 Using Standard Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111 Using Advanced Elements
Changing your Password on page
First-time Access using the Desktop on page
Accessing your Mailbox for the First Time on page
1 Getting Started
The UC Server is integrated with Active Directory
Document conventions
Conventions
Text
Shortcut menus
Requirements
First-time Access using the Desktop
Starting the Application
To start the application
To change your password and record your greetings
To set the number of rings on your telephone
Changing your Password
To change the password
Accessing your Mailbox for the First Time
2. Select Tools Change User Password
To access your mailbox using your telephone extension
Copyright 2009 ADTRAN, Inc
Accessing your Mailbox for the First Time
Enterprise Communications Server
Customizing your Mailbox using your Telephone on page
Customizing your Mailbox using your Telephone
Customizing your Mailbox using your Computer on page
2 Customizing your Mailbox
The maximum length of a recorded greeting is 15 minutes
To manage your greetings
To change your password
Changing your password
Changing message information
Changing the message summary
Changing message sorting options
Changing the notification option
Managing distribution lists
To change the notification option
To delete a distribution list over the telephone
To edit a distribution list over the telephone
Recording and selecting greetings
Customizing your Mailbox using your Computer
Customizing your Mailbox on page
To create a new greeting
Creating and recording greetings
To record a greeting
Playing and deleting greetings
To play a greeting
The maximum length of a recorded greeting is 15 minutes
To delete a greeting
Re-recording and deleting greetings using the Audio Editor
To re-record a greeting using the Audio Editor
The maximum length of a recorded greeting is 15 minutes
To edit a greeting using the Audio Editor
After the current selection Before the current selection
Selecting greetings
Recording one-time messages
To specify a greeting
External greeting
6. From the Insert new audio list, select at the beginning
To create a one-time message for a contact
To delete a one-time message
To change a one-time message for a contact
Copyright 2009 ADTRAN, Inc
Customizing your Mailbox using your Computer
Enterprise Communications Server
To edit an active service using the Identities pane
To change the number of rings using the Identities pane
To locate an active service using the Identities pane
3 Customizing Incoming Call Options
To view the SIP Authentication
To change a service using the Identities pane
Accessing your Mailbox using your Telephone
4 Managing Messages using your Telephone
Overview on page Accessing your Mailbox using your Telephone on page
Listening to Messages Remotely
To listen to your messages from a remote location
To send a voice message from your mailbox
Sending Messages from your Mailbox
Forwarding messages
Transferring calls to a mailbox
To transfer a call directly to a mailbox
To forward a voice message from your mailbox
To forward a message by email from your mailbox
Replying to messages
To reply to an email message
To reply to an internal voice message
To call back in response to a voice message
cancel
Searching your contacts list
Caller Options
To call back in response to an email message
To search your contacts
To skip out from a greeting
To bypass a greeting
To skip out to another extension after leaving a message
To dial an operator
Managing Messages in Microsoft Outlook
5 Managing Messages using your Computer
Overview on page Managing Messages in Microsoft Outlook on page
Managing Messages in Lotus Notes on page
To listen to a voice message
Managing voice messages in Outlook
Listening to voice messages
To print text or an annotation associated with a voice message
Managing voice messages
1. Select File Print
To save the audio component of a voice message
To forward a voice message
To delete a voice message from the inbox
To move a voice message to a different Outlook folder
6. Select File Send
Managing fax messages in Outlook
To view a fax message
To print a fax message
To move a fax message to a folder
To delete a fax message from your inbox
To forward a fax message by fax
7. Select File Send
Launching Lotus Notes
Managing Messages in Lotus Notes
To forward a fax message by email
7. Select File Send
To launch Lotus Notes with the UC Server the first time
Listening to voice messages
Managing voice messages in Lotus Notes
Managing voice messages
To listen to a voice message
To reply to a voice message
Managing fax messages in Lotus Notes
To forward a voice message
To delete a voice message from the inbox
To view a fax message
Sent Items-Fax transmission reports
Managing fax messages
To change your IMAP4 password in the UC Server
Synchronizing your password with Lotus Notes
To save a fax message to a folder as a PDF file
3. Select Tools Options 4. Select the External Systems tab
Managing messages
Managing Messages in the Mailboxes Menu in the NetVanta UC client
Playing voice messages
To open a fax message in the Fax Viewer
To play a voice message
Using attachments
To create an email attachment
To save an email or fax locally as an attachment
To archive a message
Archiving messages
619510003-1A
Copyright 2009 ADTRAN, Inc
Using SIP Phones on page
6 Using SIP Telephones
Setting the message waiting light on your phone on page
Customizing your Phone
Use system defaults
Setting the message waiting light on your phone
Turn on when new message arrives
Turn off when first message is accessed in
Accessing voicemail messages
Using SIP Phones
To use the message button on a phone with one identity
To use the message button on a phone with more than one identity
Transferring callers directly to voicemail
Using the NetVanta UC Server conference bridge
To perform a blind transfer to another user’s voicemail
2. Enter *86Destination mailbox number
Conference option list
To access the conference bridge
Paging
To park a call at the next available number
Parking calls and picking up parked calls
To send a live page
To answer a parked call
Working with call queues
To park a call at a selected park number
Temporarily stop accepting queued calls
Logging in and out of a queue
To subscribe to a queue
To unsubscribe from a queue
Checking your agent status in a call queue
Picking up ringing calls
To set your agent status to unavailable
To set your agent status to available
Requirements for using connected call pickup
Benefits of using connected call pickup
To configure mobile twinning, see your system administrator
Changing phones during a call
To change phones during a call
Copyright 2009 ADTRAN, Inc
Using SIP Phones
Enterprise Communications Server
Overview
7 Faxing
Overview on page Sending Faxes on page Receiving Faxes on page
To send a fax document from another application
Sending faxes from other applications using the ADTRAN Fax Printer
Sending Faxes
To save a document as a fax
Saving a document as a fax to send later
To change users when sending or saving a fax
Changing users when sending a fax or saving a fax to send later
Sending faxes using the Faxes menu in the NetVanta UC Client
To specify fax numbers and account code
To send a fax using the Faxes menu
To preview a fax document
Sending faxes to a specific fax number using the Send Fax element
Managing outgoing faxes
Copyright 2009 ADTRAN, Inc
Sending Faxes
Enterprise Communications Server
Sending Faxes
Enterprise Communications Server
Zoom in Zoom out
Rotate single page Rotate entire document
To rename a fax document
To print a fax document
To print the first page only of a fax document
To copy a fax document
Select a folder to view its contents
To delete a fax document
To create a folder for fax documents
To view the fax queue
Viewing the fax queue and status
To view an individual fax listed in the fax queue
To change recipients or fax numbers of a fax listed in the fax queue
To forward a fax listed in the fax queue
To reschedule transmission of a fax listed in the fax queue
4. Select Add to list
To suspend transmission of a fax listed in the fax queue
Creating fax cover pages
Using fax cover pages
To delete a fax listed in the fax queue
To create a new fax cover page
To access the Fax Cover Page Editor
Customizing fax cover pages using the Fax Cover Page Editor
Recipient’s Name
Inserting and changing labels and message information
Recipient Sender Message
To insert an information label
Using the tool palette to customize fax cover pages
To change label content
To reposition a label on the canvas
To change the font and style of a label or field
To reposition a shape on the canvas
To insert a shape
To delete a shape
To change the shape and size of a shape
To draw a line
To change or reposition a line
To insert text in a text box
Using the Alignment tools to customize fax cover pages
To insert a bitmap
To move a shape to the front/back in relation to a second shape
To space two or more objects evenly across/down the canvas
Managing fax cover pages
To align two or more objects on the canvas
To preview a fax cover page
To delete a fax cover page
To rename a fax cover page
To copy a fax cover page
To send a cover page only using Quick Fax
Sending cover pages only using Quick Fax
To edit a fax cover page
5. Select File Save
Receiving Faxes
“When phone rates are discounted” means at midnight of the same day
Notifying users of an incoming fax on a shared voice and fax identity
To create a personal distribution list
8 Creating Distribution Lists
To add a user to a distribution list
To delete a user from a distribution list
To rename a personal distribution list
To change distribution list information
To copy a personal distribution list
2. Select Duplicate
Accessing Services
9 Creating Custom Call Answering Services
Overview on page Managing Services on page
Using the Service Editor on page
To create a service
Managing Services
To copy a shared service
Working with services
To preview a service
To activate a service on your extension
To rename a service
Creating and changing service folders
To copy a service
To delete a service
To create a folder
To store a service in a folder
To rename a folder
To copy a folder
To access the Service Editor
Using the Service Editor
The Service Editor
To view an element
To initiate a call flow for a new service
Working with Elements to Build a Service
To add an element to the call flow
To create a service
To link existing elements
Using and deleting links
To delete a link between two elements
Creating loop-back links
Customizing Services using Parameters
To delete an element from the canvas
To create a loop-back link
To view parameters
Validating Services
To validate a service
To view service warning logs
Troubleshooting Services
User context and service elements
10 Using Elements to Create Call Answering Services
Overview on page Using Standard Elements on page
Using Advanced Elements on page
Synchronizing contacts
Selecting values within elements using the value selector
How elements affect user context
Select the Tools menu Synchronize contacts
Allowing callers to make temporary recordings within a service
Copyright 2009 ADTRAN, Inc
Overview
Enterprise Communications Server
Play One-time Message element
Using Standard Elements
Hang-up element
Play Announcement element
Greeting type
Play
Database Values
Announcements
To play a greeting from a mailbox using a Play Announcement element
10. Select File Update
To enable the Play status message mode for greetings
Menu element
To set selection keys on a Menu element
Routing incoming calls based on phone numbers
Flow control element
To set call flow according to an unknown phone number category
3. Select Contacts Unknown
To set call flow according to time restrictions
Routing incoming calls based on times and days
To enter a phone number manually
Deliver Messages element
Voicemail element
1. Select the telephone icon
To specify a transfer target for the Transfer Call element
Transfer Call element
To delete a target phone number from the list for Deliver Messages
To specify a call number for the Assisted Transfer element
Assisted Transfer element
To specify a pager number for the Notify Pager element
Notify Pager element
To specify an account code for the Notify Pager element
Send Email element
To specify a custom notification
Send Fax element
To include a cover page for the Send Fax element
To specify a fax number for the Send Fax element
To specify a list of faxes for a Send Fax element
Receive Fax element
To send faxes in your mailbox using a Send Fax element
Latest Fax in Mailbox All Faxes in Mailbox
All Unread Faxes in Mailbox
Using the Receive Fax service
Using the Receive Fax Element in a Service
Fax-on-demand element
Creating a Receive Fax service to receive fax notifications
Receive Fax Service Example
Page
Using Advanced Elements
Using Advanced Elements
Enterprise Communications Server
Copyright 2009 ADTRAN, Inc
Record Announcement element
Recording an announcement
Instructing callers how to make a recording
Recording a temporary recording
Recording a greeting
Internal Greeting External Greeting Out-of-Office Greeting
Mailbox Identifier
To enable callers to change an announcement in a database
within a service on page
Recording into a database
Advanced Record Announcement Options
Take Message element
To set Take Message specifications
Beep before recording Review message menu
To limit the length of a recorded message
To set selection keys on a menu
Advanced Menu element
To set Take Message specifications
Beep before recording Review message menu
To remove a selection key from a menu
Change Mailbox Password element
Manage Mailbox element
Verify Password element
Gather Digits element
Loop Counter element
Text To Speech element
To specify the number of digits to gather
Compare Data element
Create Log Entry element
To direct a caller using the Compare Data element
To specify types of information using the Create Log Entry element
Applications for the Execute Program element include the following
Using Prerecorded Announcements
11 Using Announcements in Call Answering Services
Overview on page Using Prerecorded Announcements on page
Recording Announcements on page Managing Announcements on page
To select a prerecorded announcement for an element
To preview a prerecorded announcement
Recording Announcements
To record an announcement
Creating and recording announcements
To create an announcement
9. Select File Update
Audio commands
Changing announcements
The maximum length of a recorded announcement is 15 minutes
Process commands
View and select commands
Deselect the waveform by selecting anywhere in the waveform
To select part of the waveform
3. Select View Zoom to Fit All
To delete part of an announcement
8. Select play to review the selected portion of the announcement
10. Select File Update
3. Select View Zoom to Fit All
To add to an announcement
To change the volume of a recording
14. Select File Update
Increase Volume Decrease Volume Maximize Volume
7. Select File Update
To create a folder for announcements
Managing Announcements
To put an announcement in a folder
To copy an announcement
Copyright 2009 ADTRAN, Inc
Managing Announcements
Enterprise Communications Server
Accessing Data using Database Service Elements on page
12 Using Databases in Call Answering Services
Using Database Elements on page
Managing Data Sources
The Add button is editable and might have a different title
To add information in a user data table
To delete a row in a user data table
To change information in a user data table
Data Type
Data Type Definitions
Value
Examples
Using the Data Source Selector
Accessing Data using Database Service Elements
You can also type a filter value manually in the filter value box
To specify a data source for an element
Name
Table 12-1 System values
Description
Example Format
Table 12-1 System values Continued
Table 12-2 Database elements
Using Database Elements
Sorting data rows
Fetch Data element
Fetch Data results
Selecting a row of data
Dial for Data element
Sorting data rows
Dialing for Data results
Selecting a row of data
Add Data element
To delete a field assignment for the Add Data element
Delete Data element
To specify a source and fields for the Add Data element
To specify field assignments for the Update Data element
Update Data element
Applying the move current row element
Move Current Row element
Prompt for Current Row element
Caller prompts
Prompting callers when more than one row is returned
Caller input and results
Starting the Import/Export Wizard
13 Importing and Exporting
Importing and Exporting Items
Overview on page Starting the Import/Export Wizard on page
To export an item
Setting General Options
14 Setting Options
Setting General Options on page
Setting Message Delivery Options on page
1. Select Tools Options
Setting Message Delivery Options
To change your message waiting light behavior
To specify conditions to cancel Active Message Delivery
To specify a default account code
1. Select Tools Options 2. Select the Message Delivery tab
To set the number of minutes to wait between delivery attempts
Disabled Quick Verbose
To set the message summary mode using the desktop
Customizing your Mailbox
Sorting messages
To turn message information on or off using the desktop
Turning password verification on or off
To turn password verification on or off
Turning message information on or off
To specify display options for new LMS messages
Setting Integrated Messaging Options
1. Select Tools Options 2. Select the Integrated Messaging tab
To change the new LMS message notification sound
Compressing Voice Messages
To change the IMAP user password
1. Select Tools Options 2. Select the External Systems tab
To set the level of voice message compression
Copyright 2009 ADTRAN, Inc
Compressing Voice Messages
Enterprise Communications Server
Troubleshooting Message Waiting Indicators
15 Troubleshooting
Symptoms
Solution
Solutions
Troubleshooting the NetVanta UC Server
Symptoms
Possible Causes
Solution C Uninstall all software and reinstall
Using the NetVanta UC Server Logs
Solution B Uninstall the third-party antivirus or firewall software
To view system errors and warning logs
Errors and Warnings Alert Notifications
Managing NetVanta UC Server Alerts from Windows SBS
To acknowledge the alert notification
To access the NetVanta UC Server alerts from Windows SBS
To retrieve and view a log
Managing logs
To remove old log entries
2. Select Clear log
Entries created before the beginning of the month
Everything Entries created before today
Entries created before a specific date
To archive a log
To export a call log using the Import-Export wizard
Troubleshooting warning log entries
Not all errors and warnings necessarily require action
To delete a log archive
To access the NetVanta UC Server product and service information
Accessing Documentation and Training
Accessing Technical Support
Copyright 2009 ADTRAN, Inc
Accessing Technical Support
Enterprise Communications Server
Appendix A - Glossary
Active Service
Account Codes
Active Message Delivery
Fax-on-demand
DTMF
Greetings
Identities
Text-to-speech
Remote mailbox management
User
Unified Messaging
Copyright 2009 ADTRAN, Inc
Appendix A - Glossary
Enterprise Communications Server
4. Select Install UC Client
Appendix B - Installing the NetVanta UC Client Application
To install the application
Play
Move to End